POD Collection

POD Collection Process

Overview

This workflow automates the collection and verification of Proof of Delivery (POD) documents from carriers after load delivery.

Process Steps

1. Monitor Delivery Status

• Track shipment status until delivery is confirmed
• Trigger POD collection workflow upon delivery completion
• Log delivery timestamp and location

2. Initial POD Request

• Send automated email to carrier requesting POD within 2 hours of delivery
• Include load reference number and delivery details
• Provide multiple submission options (email attachment, portal upload, fax)

3. Follow-up Communications

• If no response within 4 hours, send follow-up email
• If no response within 8 hours, initiate automated voice call to driver
• Maximum of 3 call attempts with 2-hour intervals

4. Document Verification

• Verify received documents for completeness
• Check for required signatures and timestamps
• Validate delivery address matches load details
• Flag any discrepancies for human review

5. Storage and Distribution

• Upload verified POD to document management system
• Link POD to load record in TMS
• Send confirmation to customer with POD copy
• Update load status to "POD Received"

Escalation Rules

• Escalate to operations if POD not received within 24 hours
• Escalate immediately if carrier reports delivery issues
• Auto-escalate if POD shows damage or shortage

Success Metrics

• POD collection rate within 24 hours: >95%
• Document verification accuracy: >99%
• Customer notification time: <1 hour after POD receipt